The Executive Assistant will support the CEO by managing schedules, coordinating meetings, and handling travel arrangements, while also providing back office and operational support. This role emphasizes a proactive approach and requires strong organizational and communication skills to enhance productivity and facilitate collaboration across departments.
ABOUT THE ROLE
We are seeking an enthusiastic and innovative Executive Assistant to support our CEO in a dynamic, fast-paced environment. The ideal candidate is digitally native, highly organized, and proactive, with a positive and kind personality. This role involves administrative, operational, and organizational support, ensuring seamless coordination of day-to-day activities. To ensure seamless collaboration, the candidate must be based within the GMT+1 time zone.
KEY RESPONSIBILITIES
The Executive Assistant to the CEO plays a crucial role in ensuring the smooth operation of the CEO’s daily activities and strategic initiatives. This position involves managing schedules, coordinating meetings, handling confidential information, and serving as a key point of contact for internal and external stakeholders. Main tasks:
- Calendar Management: Organize and optimize schedules, ensuring the CEO is well-prepared for all meetings and commitments.
- Travel Management: Plan and manage international and domestic travel, including flights, hotels, ground transport, expenses and itineraries using tools like TravelPerk and Rydoo.
- Event Coordination: Support coordination of VIP events, dinners, and meetings.
- Back Office Support: Manage documentation through platforms such as DocuSign, maintain archives, and oversee administrative processes.
- Operational Assistance: Provide day-to-day operational and administrative support to enhance productivity and workflow.
- Coordination with Departments: Collaborate with relevant teams, such as the Procurement Department, for specific tasks as needed.
WHAT YOU BRING
- The ideal candidate is highly organized, proactive, and capable of thriving in a fast-paced environment while maintaining the highest level of professionalism and discretion.
- Must be based in a European time zone (no exceptions).
- Digitally native: familiarity with administrative and organizational tools, such as GSuit, Slack, Telegram, Discord, Google Calendar, Rydoo, TravelPerk, and other digital platforms.
- Ability to work independently while maintaining exceptional coordination with the CEO and other teams.
- Quick Learner: Tech-savvy with the ability to adapt to new tools and systems quickly. A background or interest in tech, blockchain, or innovation is a plus.
- Strong Communicator: Excellent verbal and written communication skills.
ROOTIES BENEFITS
At RootstockLabs, we don’t just offer a job—we offer a community. Here’s what you can expect when you join us:
- Competitive Salary & eligibility for our RIF Token Plan.
- 100% Remote Work from anywhere in GMT+1 time zone, with access to global CoWorking spaces.
- Work-Life Balance: Up to 35 vacation days, 30 sick days, parental leave and a paid year-end shutdown.
- Continuous Learning: Access to training programs, language courses, and learning sponsorship annually.
- Health & Well-Being: Tools like OpenUp, an employee assistance program, and an emergency loan policy.
- Monthly Allowance for Contractors to support your connectivity and well-being.
Top Skills
Gsuit
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